Travel and Expense Management (TEM) Update: Tips and Tricks. March 11, :30-11:45 am & 3:15 4:30 pm

Transcription

1 Travel and Expense Management (TEM) Update: Tips and Tricks March 11, :30-11:45 am & 3:15 4:30 pm

2 Workshop Presenters Name: Kandra Miller Title: Assistant Director University Payables Contact Information: Name: Darren Strater Title: Associate Director University Payables Contact Information: 2

3 Please Turn off cell phones. Any Tip with an * means there is a job aid for it on the TEM Resource Page. Avoid side conversations. Keep questions for the Questions/Concerns segment towards the end of the presentation. Sign the attendance roster. Complete the evaluation at the end of the workshop. 3

4 Workshop Objectives TEM Information Tips and Tricks Workshop Summary Testimonials Questions and Concerns 4

5 TEM Information In the last twelve months we have exported 167,419 expense reports to Banner. As of the end of February 2013 we have 30,777 enrolled users in TEM Active T-Cards. 5

6 TEM Help Desk Activity ILLINOIS UIC UIS

7 Tip # 1 The TEM Resource Page! This should be the first place you go if you have a question. It s the best source for the most up-to-date TEM information. There are over 50 job aids covering everything from advances to workflow statuses. Listen to previously conducted webinars. Register for Open Labs and Webinars 7

8 Tip # 1 New and improved look. Note that there s a search box. Create a shortcut on your desktop to the TEM Resource Page. Log into TEM right from the Resource Page. 8

9 Tip # 2* Everyone needs to have at least 1 Creator Proxy. Manager Approvers and Charge Code Reviewers need at least 1 Reviewer Proxy. 9

10 Tip # 2* It can come in handy it you are sick, out for an extended amount of time, leave your current department or leave the university. Admins can create ER s for Faculty and other staff that don t have the time to create their own. 10

11 Tip # 2* 11

12 Tip # 2* 12

13 Tip # 3* Know What Your Inbox is Telling you! 13

14 Tip # 3* Know what your Inbox is telling you! Activity Name Pending Description Name of Charge Code Reviewer This ER is ready for Charge Code review and it ER Charge Code Manager Review lists the Reviewer by name. ER Create (Blank) An ER is being created or has been rejected. ER Export ExportDoc Robot ER is in the process of being exported to Banner. ER Manager Review ER Post-Export Exception ER Pre-Pay Audit (XM) ER Receipt Hold Name of Manager Reviewer ER Exception Handling Administrators ER: Upay Auditors AutoApprovalBkg Robot This ER is ready for Manager review and it lists the Reviewer by name. There is a problem with the ER and it was not exported to Banner. The ER is in University Payables and is waiting for approval. The ER has been submitted by the creator and the system is waiting for the Document images to be matched to the electronic report. ER Verify ERExportVerify Robot Waiting to see if Banner will accept the ER for TEM. 14

15 T-Card Stats 16,218 airline ticket purchases using the T-Card. 12,655 hotel purchases using the T-Card. 1,009 car rental purchases using the T-Card. 15

16 Tip # 4* Use your T-Card! The T-Card is a charge card used by University employees to purchase qualified travel expenses, business meals and Catering with a Universitycontracted caterer. It is a University paid, University liability MasterCard which may be used to relieve the employee from significant out of pocket expenses. 16

17 T-Card Roles* Training, Controls, Audits and Exceptions T-Card Roles: Cardholder/Unit Travel Arranger/Department Card Manager (DCM) Controls: MCC, Required Training, STL, CL, Prohibited/Restricted Listings Audits fraud, abuse, or misuse T-Card Exception Requests 17

18 T-Card Tips Make sure Employee is in TEM Send T-Card Authorization/Agreement and Application form and the DCM Bank application to UPAY Card Services. Make sure Employee has completed training and passed the certification quiz. Make sure to attach the T-Card purchase to the ER. 18

19 T-Card Tips All airfare purchased with T-Card must be purchased through a University contracted Travel Agency. Grad students may be issued T-Cards, but not undergraduate students Timely processing of T-Card Transactions, i.e. airfare-now /rest of trip expense at completion 19

20 T-Card Trick 20

21 T-Card Trick 21

22 T-Card Trick 22

23 Tip# 4 Reasons an ER is Rejected 1. Incorrect and/or Incomplete Business Purpose (i.e.. using Employee Travel instead of Arranged Travel ) 2. Incorrect Banner UIN Number and/or incorrect/expired/inactive address type/sequence 3. Incorrect Expense Types (using General Services as a catch all expense type) 4. Incomplete/illegible back-up documentation (Proof of Conference Lodging not included, T-Card transaction not attached) 23

24 Tips/Tricks to Avoid Rejections Get in the mindset of Who, What, When, Where, and Why when entering the business purpose. Think about if you are arranging travel for someone else, or reimbursing an employee for travel and use the appropriate purpose. Business Meals should use the purpose Employee Travel/Meals/T-Card, not Employee Miscellaneous Reimbursement. Review the TEM Resource Page Use Banner Form FTMVEND (VEND)* and research this information. Be sure to read FOATEXT. Double check the expired address field and/or ensure the inactive address field is not checked. 24

25 Tips/Tricks to Avoid Rejections It is important to use the correct expense type and not lump expenses together. Be aware that certain expense types have different IRS tax reporting requirements. Work with OBFS Accounting to determine best expense types to use for various purposes. Check the view receipts tab after scanning. 25

26 Tips/Tricks UPAY wants you to know Do not use the attach documents button Multiple T-Card Charges can be on the same ER Airfare and Booking Fee Original charge and credit Multiple airfare charges for multiple travelers Check FTMVEND* and read FOATEXT, it will provide valuable information on whether or not the Banner UIN Number is accurate and address information is valid and current. 26

27 Tips UPAY Auditors want you to know More information is better. Think of what an auditor would be looking at, and be sure to explain anything which an auditor might not be familiar. Review job aids on Advances*, and Advance Closing*. 27

28 Enhancements and Goals Completed: ER# on ledger statement Very soon: Reports from Decision Support Soon: TEM Upgrade to version 8.2 Coming: Electronic T-Card application tool for DCMs On the horizon: One Card Program vs Two Cards 28

29 Testimonials Personally, I love TEM. To be able to click on and see an ER status at any given moment is a great tool. Also, the fact that the professors and students can submit them from anywhere instead of having to physically be in the office to sign a piece of paper is great. B.H. Office Manager UIUC 29

30 Testimonials I just wanted to let you know that the TEM system is great, and I really enjoy working in it. This system has made my job processing vendor payments and reimbursements much faster. I also want to say that the TEM classes and webinars are very helpful too. E.L.G. Account Tech III UIC 30

31 Testimonials I use the TEM system frequently for travel reimbursements, application fee refunds, and vendor payments. My favorite features are the proxy feature and that TEM allows me to see exactly where my expense report is in the process. The system is user friendly and basically walks you through the process to complete an expense report. We have found several advantages of using TEM; the biggest is reimbursements are paid much faster than before. Our office really enjoys this system; it cuts down on paper use and saves a lot of time when preparing expense reports. D. O. Office Administrator UIS 31

32 Testimonials THANK YOU for adding the ER # in the document reference column on monthly statements. I am whizzing through my statements now because I don't have to look up each TM # in FOIDOCH!! C. C. Office Support Associate UIUC 32

33 Testimonials I was asked to contact you regarding my recent airline ticket purchases. The overall experience proved to be positive, although there were a few issues over miscommunication. However, we ended up saving a considerable amount of money (close to $250!) on one particular ticket with the agency s help, getting a huge savings compared with the price quoted on AmericanAirlines.com. I ve also been very satisfied with subsequent ticket purchases. J.S. Office Manager UIUC 33

34 Testimonials I LOVE this new system so kudos to you and OBFS for implementing this! T.H. Associate Director UIUC 34

35 Questions / Concerns? 35

36 Contact Information For TEM Questions: Contact: OBFS UPAY Customer Service Phone: or For T-Card Questions: Contact: OBFS UPAY Corporate Card Office Phone: or

37 Thank you. 37